The right set of tools makes remote collaboration feel almost as smooth as working in the same room. This article covers the categories of tools most employers use with a VA and how to choose them.
What communication tools do I need?
A chat tool (Slack, WhatsApp, or similar) for quick back-and-forth and a video tool (Zoom, Google Meet) for calls covers most day-to-day communication needs. Keep hiring-stage conversations in your VA International messaging area, and move to your regular team tools once someone is actually onboarded and working.
What about task and project management?
A shared task tool — Trello, Asana, ClickUp, or a simple shared spreadsheet — gives both of you visibility into what's being worked on and what's done. Choose the simplest tool that covers your needs; an overly complex system for a single VA often creates more overhead than it saves.
Do I need special tools for file sharing?
Cloud storage like Google Drive or Dropbox is usually enough for sharing documents and files securely. Avoid emailing sensitive files back and forth — a shared, access-controlled folder is safer and easier to manage over time.
How do I give a VA access to my accounts without sharing passwords?
Use built-in team or delegate access wherever a tool supports it (Google Workspace roles, email delegation, scheduling tool permissions) instead of handing over your personal login. Where no shared-access option exists, a password manager with secure sharing (like 1Password or Bitwarden) is safer than sending credentials over chat or email.
Are there tools specific to bookkeeping or customer service tasks?
Yes — QuickBooks or Xero for bookkeeping, and a shared helpdesk or live chat tool for customer service, are common choices if you're delegating those functions. If a candidate already has experience with the specific tool you use, that's worth asking about directly in the interview.